Privacy Policy

1. Introduction

TANCAM (“we”, “us”, “our”) respects the privacy of everyone who visits the TN-BOTIFY website, registers a club or team, or otherwise uses our registration portal and dashboard (together, the “Platform”). This Privacy Policy explains what information we collect in connection with TN-BOTIFY, how we use and protect it, and the choices available to you.

This policy applies to information collected through the Platform in connection with club and team registration, bot verification, workshops, support requests and event communication. It does not apply to information collected by third parties, including the payment gateway used to process your payment, which is governed by that provider's own privacy policy.

By registering for TN-BOTIFY or otherwise using the Platform, you agree to the collection and use of information as described in this policy.

2. Information We Collect

2.1 Information you provide to us

• Club and team details: club/institution name, team name, and the challenge(s) you are registering for.
• Participant details: full name, date of birth or age category, institution, course/year, email address and mobile number for each team member.
• Bot verification content: bot photographs and bot demonstration videos uploaded before the event.
• Payment-related details: billing name and contact details required to initiate a transaction (card, UPI and net-banking details themselves are collected and processed directly by our payment gateway, not by TANCAM).
• Support communications: messages sent through the contact form, support tickets, chatbot conversations, or email/phone correspondence with the TN-BOTIFY team.
• Feedback: any reviews, testimonials or feedback you choose to share about the Event.

2.2 Information collected automatically

• Device and usage information, such as browser type, IP address and pages visited on the Platform, used to keep the website secure and functioning correctly.
• Event-day information collected at zonal venues for safety and administration purposes, such as reporting time and attendance records, and, where applicable, CCTV footage at the venue.

3. How We Use Your Information

We use the information described above to:

• Process team registrations, confirm eligibility, and allocate teams to zones, arenas and match schedules;
• Verify robots against challenge specifications ahead of each zonal round;
• Process payments for registration fees and kit orders through our payment gateway, and send related confirmations and receipts;
• Communicate event updates, schedules, results, workshop details and support responses by email, SMS or the dashboard;
• Publish approved results, brackets, leaderboards and, where consented to, participant/team names and photographs as part of event promotion and archives;
• Maintain the security and proper functioning of the Platform; and
• Comply with applicable law and respond to lawful requests from public authorities.

4. How We Share Your Information

We do not sell or rent participant information. We may share information, only to the extent necessary, with:

• The payment gateway engaged to process registration and kit payments;
• Zonal event volunteers, judges and mentors, solely for verification, judging, workshops and on-ground coordination;
• Technology and hosting service providers who support the Platform on our behalf, under confidentiality obligations; and
• Government or regulatory authorities, where required by law or to protect the safety of participants and event staff.

5. Data Security

We use reasonable technical and organisational measures to protect the information collected through the Platform against unauthorised access, alteration, disclosure or destruction. However, no method of transmission or storage over the internet is completely secure, and while we work to protect your information, we cannot guarantee its absolute security.

6. Data Retention

We retain registration, verification and event-related information for as long as needed to conduct the current edition of TN-BOTIFY, resolve disputes, meet legal and accounting requirements, and maintain historical event records (such as results and past champions). You may request deletion of your personal information as described in Section 7, subject to any records we are required to retain by law.

7. Your Choices and Rights

You may:

• Request access to, or a copy of, the personal information we hold about you;
• Ask us to correct inaccurate or incomplete information in your registration;
• Ask us to delete your personal information, except where we are required to retain it for legal, safety or record-keeping reasons; and
• Withdraw consent for future communications, though this may affect our ability to notify you of event updates relevant to your participation.

8. Participants Under 18

Some TN-BOTIFY participants may be minors. Where a registered participant is under 18 years of age, we rely on the participant's institution or club coordinator to obtain appropriate parental or guardian consent before submitting that participant's information through the Platform, in line with our Terms & Conditions.

9. Cookies and Similar Technologies

The Platform may use cookies or similar technologies to keep you signed in to your club dashboard, remember your preferences, and understand how the website is used, so that we can improve it over time. You can control cookies through your browser settings; disabling cookies may affect certain features of the dashboard.

11. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Any updates will be posted on this page with a revised Effective Date.